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HAMMOCK BEACH ESTATES HOMEOWNER’S ASSOCIATION P.O. BOX 350668 PALM COAST, FLORIDA 32135 Minutes of
the Board of Directors Meeting Time 5:00
p.m. August 31,
2011 Place: HOA
Poolside Call to
Order and Adoption of Minutes The
president called the meeting to order at 5:01 p.m. All four
board members were present. Association
members present included: Harold
Clarke, John Bonner, Dave Miller, Marie Miller, Patti McGuiness, Debbie Healey,
Lou Ciasulli, Frank Carelli,
Susan Fairley, Darcy Araya, Tony Vergerano Approval
of Meeting Agenda There were
no additions or corrections to the meeting agenda. Reading
of the Minutes Sara
Clarke moved to waive reading of the minutes of the BOD special meeting held
July 12, 2011. Pete Healey seconded. Motion passed. Nominating
Committee Volunteers
for the 2011 nominating committee were board members Sara Clarke and Pete
Healey, and HOA member Harold Clarke.
Submission of nominees for the 2012 HBEHOA board is required by the next
regularly scheduled board meeting, which will be held Tuesday, October 11th. C&R
Revisions Michele
Austin retyped and made copies of the proposed revised HBEHOA Covenants and
Restrictions, which were distributed to meeting attendees. Two key changes in the C&Rs were
discussed: 1)
the
addition of a clause requiring board approval of yard design prior to changing
from lawn to Florida friendly landscaping, and 2)
an amendment which allows the HOA to
approve revision of one article, section, topic, etc,
at a time of the C&R document, rather than requiring approval of the entire
body of the C&Rs each time an individual item requires revision. Bob Hamby
will send a copy of the proposed revised C&Rs to each HOA member via email
for review prior to the October 11th meeting. Bob Hamby
requested approval of the board to forward a copy of the revised C&R
document to HOA attorney Dennis Bayer for legal review. Sara made a motion that the Board authorizes
Bob Hamby to do so. Michele Austin
seconded. Motion passed. Bob Hamby will send a copy of the proposed
revised C&Rs to each HOA member via email for review after review after
input from HOA attorney. Formal
Board Adopted Rules Bob Hamby
suggested making all previously adopted rules into a reference book for ease of
access. He asked for input from the HOA
regarding adoption of a rules reference book.
Bob
suggested that today's date, August 31, 2011, be the starting point for the
Formal Rules book, rather than digging through years of HOA meeting minutes to
find previously adopted rules. The
following implementing Procedure was proposed by Bob Hamby. Hammock
Beach Estates Homeowners Association Rules and Regulations Hammock Beach Estates Homeowners
Association (HBEHOA) is operated by a Board of Directors (BOD) elected by
Association membership. The BOD
operates, manages and maintains the Association neighborhood and Association
owned properties by implementing, administering, enforcing, and interpreting
the HBEHOA Declaration of Covenants, Restrictions, and Easements and
BYLAWS. The Association is authorized
to issue these Rules and Regulations to implement these functions. To maximize the opportunity for
general Membership input the following procedure for proposing, considering,
and adopting any such Rule or Regulation will be utilized. 1.
Any proposed Rule or Regulation shall be
submitted to BOD in writing before a scheduled BOD meeting. 2.
A discussion and reading of such proposed Rule
or Regulation shall included
on the BOD Meeting Agenda and discussed at the meeting. This rule will be sent to Association members
for review and input and include for a second review and discussion on the next
BOD meeting. 3.
After the second review, discussion, and any necessary
amendment the proposed Rule or Regulation will be included in the next BOD
Meeting for Final vote. Sara Clarke
made a motion to adopt the implementing Procedure and to create a reference
book of Formal Board Adopted Rules. Pete
Healey seconded. Motion passed. Florida
Friendly Landscaping A
committee of three HOA members - Sara Clarke, Michele Austin, and Debbie Clark
- met to discuss creation of a guideline for Florida friendly landscaping on
HOA member properties. The following
guideline was submitted for HOA member review prior to the October 11, 2011
meeting which will be the second reading in accordance with Procedure adopted
above. Voting on this rule will then
occur at the next scheduled Board meeting: All
homeowners choosing not to install or maintain a lawn must submit a design to
the Board of Directors for pre-approval.
Diagram must indicate areas of greenery, stone, mulch or other materials
to be used. Florida friendly landscapes must include permanent plantings of at
least 30% of total front yard square footage.
Permanent retaining borders must be installed to contain landscape
materials and prevent spillage onto adjacent lots. Non-planted areas of
landscape must be kept free of weeds. Find
information regarding Florida friendly plants at www.floridayards.org/fyplants/index.php Pool
Rules A rough
draft of suggested pool rules was compiled by a committee of three HOA members
- Sara Clarke, Michele Austin, and Debbie Clark. Sara Clarke passed out copies of suggested
pool rules and asked for member input.
After much discussion, the following set of rules was tentatively agreed
upon. The following guideline was
submitted for HOA member review prior to the October 11, 2011 meeting which
will be the second reading in accordance with Procedure adopted above. Voting on this rule will then occur at the
next scheduled Board meeting: ADDENDUM TO HBEHOA POOL RULES - FOR
PARTIES 1)
Requests
for pool parties must be submitted in writing, no less than thirty (30) days prior to the event. The HOA Board of Directors will respond to
requests no later than seven (7) days after receipt of request. 2)
Any
gathering shall be limited to a maximum of twenty (20) guests, including host's
family members. 3)
Host
must sign a waiver releasing the HOA from any and all liability for bodily
injury to attendees. The waiver must be
witnessed by a Board Member. 4)
No
pool party may be scheduled on a recognized holiday, or holiday weekend. 5)
A
maximum of one (1) party per day will be allowed. Duration of party is not to exceed three (3)
hours, including set up and clean up. 6)
A
maximum of two (2) parties per year will be allowed per homeowner(s)/address. 7)
Pool
grounds, pool area, and bathrooms must be clean and free of debris and trash
before leaving the premises. Hosting
homeowner is responsible for clean up. 8)
Notice
will be posted at the pool three (3) weeks in advance of approved private
parties. Hosting homeowner will be provided with with
an emblem to hang on the pool door during the party, designating that a private
party is underway. No uninvited HOA
member may use the pool during private parties. 9)
Failure
to obtain pre-approval and/or to follow all pool rules will result in a fine of
$250 being assessed to the lot owner. Sign
Considerations Bob Hamby
turned the meeting over to Sara Clarke and requested permission to speak
regarding traffic signs. Bob then
read the C&Rs regarding traffic control signs. Several
HOA members expressed concerns about speeding in the neighborhood and asked
that the board request more traffic control signs be erected by the county, now
that Flagler County owns HOA roads. Harold
Clarke and Bob Hamby pointed out that the minimum speed limit in Flagler County
is 30 mph, not 25 mph as is posted in Hammock Beach Estates,
and that if the county were to add signs, they would likely indicate a 30 mph
speed limit. Harold
Clarke suggested sending a letter to Flagler County thanking them for taking
over HBEHOA roads and for making repairs.
Bob Hamby indicated that he has already sent a personal thank you via
email to Craig Coffee, Flagler County Administrator. Members
asked that the county be made aware of additional road problems which have not
yet been repaired, including the cul de sac on
Cottonwood Trail and
at the intersection of Cottonwood and Solee Road. Tony Vergerano was appointed to work with Pete Healey regarding
procurement of a “Slow, Children at Play” sign, to be placed in front of the Vergerano residence on Mahoe
Drive. Bob Hamby
moved that the board authorize research of price comparison, purchase and
placement of said sign. Michele Austin
seconded. Motion passed. Due to a
recent incident where an attempt was made to bar access to the HBEHOA dune
walkover, Bob Hamby suggested discussion re installation of a dune walkover
sign to protect the board's legal position regarding access for HOA
members. After member input, it was
agreed that signs should be placed at both the east and west ends of the HBEHOA
dune walkover which read “Private – Armand Beach Residents Only.” Susan Fairley commented that erecting the
signs would be a good move on the part of the HOA to make an effort to remove
the adversarial attitude between the lot owner and the board. Sara
Clarke made a motion that the HOA have signs made for placement at both ends of
the dune walkover. Michele Austin
seconded. Motion passed. Pete
Healey mentioned that the west side of the dune walkover needed attention and
requested that the board approve funds to purchase more landscape rocks. Michele Austin made a motion to authorize
purchase. Sara Clarke seconded. Motion passed New
Business Sara
Clarke brought up the ongoing problem HBEHOA is having the past several years
in getting members to volunteer for elected office and committees. Fewer people are willing to serve, and the
ones who do are unfairly doing the majority of the work. Sara mentioned that she has recently
investigated the possibility of an outside property management firm to deal
with the day to day business of HBEHOA.
A St. Augustine Beach firm charges $7 monthly per lot, or $84 per year,
to do all mailings, all copying, letters (non-compliance, dues notices, etc), maintenance arrangements, accounting, attorney
contacts, etc. Bob Hamby indicated that
we are evaluating the amount needed to collect for Association to assure that
collection for accrual accounts is adequate but not excessive. Depending on the results of that evaluation,
it might not be necessary to raise dues $84 to accommodate the additional cost
of hiring a property manager if the need for accrual funds collected for 2011
can be reduced for future collections. Susan
Fairley suggested that more HOA members might be willing to volunteer for board
and committee positions if an outside firm handled the day to day
business. Bob Hamby
suggested that we obtain bids for outside property management services. Sara Clarke suggested that a representative
of a property management firm appear at the November meeting to answer HOA
member questions. Sara will work on
obtaining bids and securing a representative for an in-person appearance. After it
was determined that there was no other business to be addressed, Sara Clarke moved to
adjourn the meeting. Michele Austin seconded. The meeting was adjourned at 6:25
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